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Home My WebLink AboutCity Council Resolution 10-073 RESOLUTION NO. 10 - 073 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING THE FINAL DISPOSITION OF CERTAIN CITY RECORDS WHEREAS, Government Code Section 34090 et seq. authorizes City department heads to destroy certain records, documents, instruments, books or paper after the same are no longer required with the approval of the legislative body by resolution and the written consent of the City Attorney. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: That it does hereby authorize the department heads to have those certain records, documents, instruments, books or paper under their charge as described in Exhibit `A' to be shredded. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 15 day of December, 2010 by the following vote: AYES: Councilmember Manny Cappello, Emily Lo, Jill Hunter, Vice Mayor Chuck Page, Mayor Howard Miller NOES: None ABSTAIN: None ABSENT: None L✓ Lai, oward A. Miller, Mayor ATTEST: 11-i DATE: /6 -c>74/0 Ar/ S 7 , City Clerk City of Saratoga Office of City Manager Merno To: City Council From: Ann Sullivan Date: December 15, 2010 Re: Agenda Item 11— Records Management Program: Resolutions Authorizing Final Disposition of Certain City Records Attached is an updated Excel spreadsheet noting the addition of 8 boxes from the Recreation Department. AIAA& Su.LL Ann Sullivan, CMC City Clerk Jan 2011 -boxes to be destroyed official date to be Document name Record Series retention destroyed PW 23B Copies of Sheriff contracts 1993 -1996 Reference files, Internal SU +2 2002 Booking Fees correspondence 1996 Public Comments and correspondence CU +2 1999 Weed Abatement correspondence 1996 Public Comments and correspondence CU +2 1999 Fire Department correspondence 1995 Public Comments and correspondence CU +2 1998 Sheriff Substation relocation 1994 Reference files, external SU +2 1999 Commissioner applications 2000 -2005 Applications. Commissions -not selected CL +2 2008 False Alarms, correspondence 1983 & 1990 Compliant files CL +2 1995 CUPU program 1995 Reference files, external SU +2 2000 Correspondence from State Emergency Services Reference files, external SU +2 2000 Copies of Law Enforcement Contract 1996 -1997 Reference files, Internal SU +2 2002 Sheriff's department correspondence 1994 -1996 Public Comments and correspondence CU +2 1999 county Communications correspondence 1986 -1989 Reference files, external SU +2 1995 Correspondence - complaints 1993 Public Comments and correspondence CU +2 1996 Committee statements 1981 Campaign Disclosure, not elected E +5 1987 Cancellation of Bond 1982 Bond Documents CL +10 1992 Bond Release 1990 Bond Documents CL +10 2000 Correspondence on Winter Storms 1995 Public Comments and correspondence CU +2 1998 County Emergency Services correspondence 1995 Reference files, external SU +2 2002 PW22 Parks and Recreation Commission correspondence Administrative Records CU +2 2007 2C Parking Citation Reports 1991 -1995 CDD -code compliance CL +2 1998 4A cash edit postings 1990's Accounts Receivable AU +4 2000 5B accounts receivable files 1996 -1997 Accounts Receivable AU +4 2002 no number Cash Receipt books F/Y 1995 -1996 Accounts Receivable AU +4 2001 8 Cash receipt books F/Y 2004 Accounts Receivable AU +4 2009 9D Bank reconciliation workpapers (Feb '98 - June '98) Reports - Account Reconcilation AU +5 2004 Financial Reports FY 96/97 (Balance Sheet, Function 10A Status) Reports Working papers CU +2 2000 16D Payroll reports 1997 Payroll CU +6 2003 17A false alarm, parking citations 1988 -1993 CDD -code compliance CL +2 2000 23D Retired employee records through 1989 Payroll CU +6 1995 29D deferred comp plans 1978 -1981 Payroll T +5 2001 31A Payroll reports 1993 -94 Admin services - payroll CU +6 2000 26 or 76 bank recon 1983 -84, pers 83 -84, Bank Reconciliation AU +5 1990 44B false alarm card 1986 -87 CDD -code compliance CL +2 1991 deferred comp reports, health insurance, pers annual 73A 1990 -1993 Deferred Comensation records T +5 2001 74B Cash Receipt books 1999 -2000 Accounts Receivable AU +4 2005 74 C Cash Receipt books F/Y 2000 Accounts Receivable AU +4 2005 76D receipt books 2000 -2001 Accounts Receivable AU +4 2006 77A receipt books oct 2000 -april 2001 Accounts Receivable AU +4 2006 78A Budget workpaper and revenue estimates FY01 /02 Reports - working papers CU +2 2005 79D Deductions Register and Payroll Reports ('86 - Payroll reports AU +2 1993 85 B Cash Receipt books F/Y 2001 Accounts Receivable AU +4 2006 87C A/R Statements (12/31/99 - 4/6/00) Accounts Receivable AU +4 2005 91D PERS 2001 Admin services - payroll CU +6 2008 Payroll Checking Account, Cleared Checks, June 2000 - 93A June 2002 Payroll AU +5 2008 94A Payroll 2003 Admin services - payroll CU +6 2009 95B Journal Entries ('01 -'02) (Period 1 -13) Journal AU +7 2010 Bank Reconciliation (Savings Acct), First Trust (US Bank) 95B Statement of Investments Bank Reconcillation AU +5 2008 96B Receipt Books ( #50101 - 55850) (Aug. 2000 - June 2003) Accounts Receivable AU +4 2008 99A Payroll Reports /Records (Jan. '03 -Feb. '03) Payroll AU +2 2006 99C Payroll Reports /Records (April '03- June '03) Payroll AU +2 2006 month end registers — 2002 -2003, PERS retirement 99D reporting- 2002 -2003 Payroll CU +6 2009 1985 -- Budget Reports /Check register _ 104C certification /investment reports /risk management claims Accounts Receivable AU +5 1991 _ 106A Purchase orders 1996 /Misc. Finance 1986 -1996 Accounts REceivable AU +4 _ 2001 no number Accounts receivable 1996 -1997 Accounts receivable AU +4 2002 100A Time sheets 2002 Payroll CU +6 2008 135A - cash receipt books 2005 Accounts Receivable AU +4 2010 139B receipt books may 2004 -nov 2004 Accounts Receivable 139C receipt books nov 2004 -sept 2005 Accounts Receivable 246 I -9's 1993 -2005 HR- Immigration T +5 2010 F7 - 12 Cash receipt books F/Y 2003 Accounts Receivable AU +4 2008 F1 - 9 Cash Receipt books F/Y 2003 -2004 Accounts Receivable AU +4 2009 F33 - 52 Cancelled checks 2004 -2005 Admin services- accounts payable AU +5 2010 F11 Business license renewal reports 2004 Accounts Receivable T +4 2009 F19 - 31 Bank Statements July 2003 -2004 Accounts Receivable AU +5 2010 cancelled payroll checks — 2002 -2004, payroll acct. bank F3 - 19 recon. 2003-2003 Payroll CU +6 2009 F47 - 34 accounts payable — 2002 -2003 Accounts payable AU +4 2009 F49 general checking account reconciliation — 2003 -2004 Accounts Payable AU +4 2009 CMO Misc. Reference Files, External Sources 1990 -1993 Reference Files, External SU +2 2002 Utility Encroachment Permits Invoices 1991 -1998 Accounts Receivable AU +4 2003 closed cases — dated 2001 — 2005 violations include code zoning violations — all matters closed. Special event compliance 1 permits 2001 -2005 — all events closed and expired. CDD -code compliance CL +2 2008 closed cases — dated 2003 — 2005 violation include zoning violations — all matters closed. Special event permits 2002 — 2005 — all events closed and expired. Parking Citations and Fire alarm appeal —1998 — 2004 — all matters closed. CC2 Solicitor permits — expired 1998 -2001 CDD -Code compliance CL +2 2008 — closed cases — dated 2000 — 2003 violations — zoning — CC3 all matters closed. CDD -code compliance CL +2 2006 Massage files — closed — 1995 -1998, Complaints — animal CC4 — closed - 2000 — 2003,Sheriff reports — closed 2000 -2006 CDD -code compliance CL +2 2009 CC5 Closed massage permits 2000 -2007 CDD -code compliance CL +2 2010 Brown Boxi Closed code enforcement cases 1990 CDD -code compliance CL +2 1993 Brown Box2 Closed code enforcement cases 1985 CDD -code compliance CL +2 1989 False Alarml False Alarm cards 1994 -1997 CDD -code compliance CL +2 2000 False Alarm2 False Alarms 1991 /Small Claims Court 1991 CDD -code compliance CL +2 1995 HR1 Terminated Employee Records 1993 HR- Employees Personnel Files T +10 2004 HR2 Deferred Comp Employee Records A -Z HR- Employees Personnel Files T +10 1999 Terminated /Retires prior to 1988 Payroll Reports , Pay Period #22/04 to #25/04, Record 501 Dates 10/04 TO 12/04 Payroll -- organization reports AU +2 2009 Payroll Reports , Pay Period #8/04 to #11/04, Record 502 Dates 03/04 TO 05/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period #1/04 to #4/04, Record Dates 504 01/04 TO 02/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period # 14/04 to # 17/04, Record 506 Dates 07/04 TO 08/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period # 18/04 to # 21/04, Record 507 Dates 09/04 TO 10/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period # 5/04 to # 7/04, Record 508 Dates 03/04 TO 04/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period #12/04 to #13/04, Record 515 Dates 05/04 TO 06/04 Payroll -- organization reports AU +2 2009 Payroll Reports, Pay Period #18/03 to #22/03, Record 524 Dates 09/03 TO 10/03 Payroll -- organization reports AU +2 2008 Payroll Reports, Pay Period #14/03 to #17/03, Record 525 Dates 07/03 TO 08/03 Payroll -- organization reports AU +2 2008 Payroll Reports, Pay Period #23/03 to #25/03, Record 526 Dates 11/03 TO 12/03 Payroll -- organization reports AU +2 2008 533 Terminated Employees, Record Dates 01/03 TO 12/03 Payroll -- organization reports AU +2 2008 Terminated Employees, Payroll folder and Tlmesheets; 535 Recreation Leaders; Record Dates 01/97 TO 05/02 Payroll -- organization reports AU +2 2008 Bank Deposit Receipts record date FY 04/05 -05/06 and 577 Bank Deposit Tickets record date FY 03/04 -05/06 Payroll -- organization reports AU +2 2009 -10 (Six boxes) Unused Business License and Renewal notice blank forms. Unusable due to mechanical failure of No Number printer N/A N/A N/A No Number Bank Statements FY03 -04 Bank Reconciliation AU +5 2010 No Number 1985 Finance, Investment and Risk Management reports Administrative Records AU+5 1990 No Number 1996 -97 Balance Sheets/ Business TaxReports Accounts Receivable AU +4 2001 Recreation Records from 1995. Deposit slips, Activity Summaries, Building Reservations, Registration Forms, Petty Cash Forms, Refunds, Instructor Payroll, Purchase Orders, 101 -10 and Correspondence. Recreation Records CU +4 2000 102 - 10 Recreation Accounting 12/2004- 12/2005 Recreation Records CU +2 2008 Terminated Instructor Contracts 1985 -2006 Instructor T +4 and 103 - 10 payments 2004 -2005 Recreation Records CU +2 2010 Fall Class Registrations 2003 -2004 /Trip registrations 104 - 10 2005 Recreation Records CU +2 2008 105 - 10 Registration Forms 2004 Recreation Records CU +2 2007 Instructor Payments 2004 -2005 /Accounting for Facilities T +4 and 106 - 10 2004 - 2005 /Daily Accounting 2004 Recreation /Facilities Records CU +4 2009 Rosters for Summer 2005, Summer 2006, Fall 2006, 110 - 10 Spring 2005, Winter 2006, Spring 2006 Recreation Records CU +2 2008